University of Iowa - Food Cost Initiative

1. Presented by: Jeff Aggson University of Iowa - Food Cost Initiative

2. CBORD UNIVERSITY OF IOWA

3. UNIVERSITY OF IOWA HISTORY

4. UNIVERSITY OF IOWA FOOD COST INITIATIVE: • Utilize CBORD functionality to improve food cost over time • Iowa’s Revenue • Retail Sales • Catering • Market Place Sales • Food Cost • Maintain a low food cost low while keeping Meal Plans and Catering / Retail prices competitive • Steps • Reduce Inventory to what we need to serve for each meal service • Breakfast • Lunch • Dinner • Eliminate Pars • Reduce unnecessary extra product on the shelf • Cross-Train Burge Market Place Management Team in CBORD Functions • Purchasing

5. UNIVERSITY OF IOWA FOOD COST INITIATIVE: • Cross-Train Burge Market Place Management Team in CBORD Functions • Purchasing • All Managers can place an order utilizing Order Scheduler • Maximize Time Management • Improve Efficiency and Accuracy • All daily orders completed before we open at 7:30 am • Forecasting • Copying and Creating Service Menus • Sizing and interpreting Recipes • Service Line Actuals • 100% Accurate • Always signed off by a manager before the cook leaves for the day • Accurate Forecasting for each individual Meal Period • Utilize Meal Period Forecasting (not station forecasting) • Breakfast, Lunch and Dinner

6. UNIVERSITY OF IOWA FOOD COST INITIATIVE: • Inventory • All managers can print and or enter the inventory • Store Keepers • Reduce the number of unnecessary storage areas • Improve communication of product issues with management team • Weekly product issue meetings with Store Keepers • Share information with Store Keepers from Distributor

7. UNIVERSITY OF IOWA FOOD COST INITIATIVE: Inventory Balances Monthly End Inventory Month End Balance change from 2016 to 2018 January 2016 $146,128.13 33%January 2018 $98,225.43 February 2016 $145,404.12 29%February 2018 $102,578.75 March 2016 $136,946.8933% March 2018 $91,542.46 April 2016 $137,039.0336% April 2018 $87,120.73 May 2016 $111,171.62 30%May 2016 $77,330.88 Weekly Monday Inventory Semester Reduction January 2018 $56,103.39 57%May 2018 $23,916.78

8. Meetings Meetings started to take place in October of 2017 – right after the CBORD User Group. We decided to implement the NEW process starting in the spring semester for only 1 Marketplace instead of all 3.

9. ISSUES An issue is - an important topic for debate or discussion

10. Things that CBORD staff and the Marketplace needed to double check before the start of the Spring Semester so that the Order Scheduler would work like it should. 1. Items are in CBORD Correctly 2. Recipes – has been tested. 3. Inventory – make sure you are inventorying the correct product 4. Service Menu’s – make sure that all the recipes/items that will be served in that station are on that menu. 5. Service Line Worksheets – if these are not filled out correctly, you will have ISSUES. 6. Par/Reorder - tends to cause ISSUES 7. Forecasting each station by total customer count by each meal period Withdrawal Dates! Delivery Dates.

11. COMMUNICATION:We needed to find a way when an ISSUE was found that it could be written down to be followed up on within the same day no matter who found it on the team (Students, Storekeepers, Cooks, Chefs, Managers).

12. Don’t just fix the ISSUES on a daily basis! Find out why the ISSUES are happening and fix them permanently.

13. Don’t just fix the ISSUESon daily basis! Find out why the ISSUESare happening and fix them permanently.

14. DAILY MEETING THE WAR ROOM

15. THE WAR ROOM • Who was in the War Room • Manager of our Service area • Chef of the Service area • Assistant Managers • Storekeepers • CBORD personnel

16. TRACKING FORM

17. X – Means what caused the ISSUES. Just because you fixed this ISSUE does not mean that this product will not show up again. It may cause other ISSUES.

18. OLD SYSTEM Process before implementing CBORD full to Order Create service menu Create Order Schedule off service menu (Tuesday) Print Order Schedule – print copy and give to storekeepers Storekeepers adjust the Order Schedule to what is on hand in the storeroom (Daily) Storekeepers/Managers adjust in CBORD the order (Daily) Managers look over orders – submit orders

19. Total time spent each day Getting ready for the Order 2 Storekeepers – 4 hours each = 8 total hours for inventory each day = total for week 40 hours 1 Manager – 8-10 hours a day = total for week 40-50 hours

20. NEW SYSTEM: GIFT OF TIME Same – create Service Menu Same – create order schedule off Service Menu (Tuesday) New – create a new inventory based off a Order Schedule (Tuesday) (storekeepers/managers) – dated for the MONDAY before the Tuesday Same – print copy take inventory on Monday (storekeepers/managers) Same – enter quantities from paper to CBORD, (storekeepers or manager) then finalize New - create a new order schedule off of: Service Menu/Par/On Hand/Par and Reorder/Daily Carryover 7. Same – managers look over orders – submit orders

21. Total time spent each day to Place the Order Storekeepers – 0 hours a day 1 Manager – 30 minutes ALL MANAGERS CAN NOW PLACE THE ORDER.

22. Monday Inventory: When we first started taking Monday Inventories it took our 2 Storekeepers: 4 hours each to take their inventory but as the inventory started to shrink to only having on hand products of what we’re going to serve. Now – 30 minutes each Monday

23. Gift of Time Storeroom – 39 hours of Gift of Time Managers – 37.5 – 47.5 hours of Gift of Time

24. Order Scheduler with only the Service Menu box Checked

27. Chose the Unit you wish to run the Order Schedule for. Description – something that makes sense to everyone. Order date – will be always on a Tuesday # of days – always 7 # of Days to Look Ahead – always 14 Forecast Service Menu – only box checked

29. Highlight Item you wish to look at.

30. Click on the Item you wish to look at. • Right click the mouse and this window will pop up. • Click on Properties

32. + = Criteria that Order Scheduler was created by. * = Adds more than 1 day’s worth of Item together for ordering.

33. Inventory: • Take a Monday Inventory based off of the Order Scheduler. • This will let your storekeepers take an inventory based off of what you have on your Service Menu (which pulls into your Order Scheduler).

34. Step 3: New step – Inventory on Mondays

35. Change to Should look like this

36. Choose Unit Date Pre-populates, make sure to change to the correct Tuesday’s Date Make sure this date is on Tuesday. Should use the Order Scheduler that only has the Service Menu Box Checked. Create Inventory based on Order Scheduler

37. Check the Date. Make sure the date is the Monday before the Order Scheduler that you just ran for Tuesday ( EX: June 12th ). Date: The date has been changed. Description: Something that makes sense to everyone.

38. Take the Inventory and then Finalize Inventory

39. New Order Scheduler

40. After the inventory has been entered and finalized. All of these are the same as your first run with the Service Menu Only Checked. Forecast Check the following Boxes Service Menus Par – (Par and Reorder will Auto Check itself at this time) On Hand Daily Carryover

43. Click on the Item you wish to look at. • Right click the mouse and this window will pop up. • Click on Properties

45. + = Criteria that Order Scheduler was created by. * = Adds more than 1 day’s worth of Item together for ordering.

47. Storage Area is Blank: - means that it is not on the monthly inventory. 1. Either inventorying the wrong product. 2. Product is never on shelf…brought in and place on carts to go straight to kitchen for processing.

48. Make sure that ONLY the boxes you want checked are checked. • Make sure that the date is on the right date. • Make sure # of days are 7. • Make sure # of days to look ahead are 14.

49. Make sure case weight matches. Inventory 4/5lb Order Scheduler Order Scheduler